Positive Thinking Company

Overview of job

Office Executive, assigned to PTC business line in the Vietnam office will play a proactive and dynamic role in office operations. This role will report directly to Office Operations Manager & Senior Admin Executive, Operations department.

You could learn more about the BOT model here: https://positivethinking.tech/what-we-do/software-product-engineering/bot-model/

WHAT YOU WILL DO
A. Reception (25%)

- Front desk reception, greeting visitors, managing phone calls, and taking messages.
- Handle incoming and outgoing mail & follow up per request.
- Collect bills, log data, and report monthly in order to proceed with payments to vendors/suppliers.
- Be an internal and external contact point for office matters.

B. Office Support (75%)

- Assist with scanning, photocopying, and mailing documents and reports.
- Documentation: translate documents, manage office contracts & office supplier contracts, prepare and review contracts, follow up with - getting reviews and approvals of seniors.
- File and store soft and hard copies of bills/invoices/receipts for further access.
- Maintain inventories of office supplies.
- Be responsible for minor to major office fixing and maintenance. Be in contact with building management and office suppliers if there is any trouble with the electricity, air conditioner, lights, and other safety matters.
- Support office fit-out projects.
- Manage other office administrative activities: office lease/renovation, purchasing, etc.
- Manage office facilities, including working place capacity in order to propose a monthly plan to the supervisor.
- Control and keep track of department expenses & related documents.
- Be an office fire warden and be responsible for fire protection equipment maintenance at an office level.
- Manage the company’s taxi account & report related expenses monthly.
- Providing logistical support for:
- Visitors to PTC such as visa applications, agenda, accommodation bookings, pick-up services, dining reservations, gifts, and outing trips.
- Support employees who undertake domestic or overseas trips, such as air tickets, insurance, accommodation, transportation, etc.
- Complete monthly reports for internal departments and relevant departments/projects.
- Oversee the monthly payment process for suppliers/partners.
- Provide continuous support and guidance to less senior colleagues through regular coaching activities and support them in fulfilling their personal development plans.
- Support for the onboard process for newcomer ON/OFF BOARDING: register/revoke the building/parking/company card; add newcomer on the BAD project – follow the status of all staff while using Book-A-Desk application, get familiar to the project; office tour & introduce basic regulations of the office.
- Support for preparing F&B, events, team-building…
- Check the accuracy of monthly Timesheets of Engineering teams.

AUTHORITIES
- Review monthly orders regarding F&B purchases within an approved budget
- Manage meeting room bookings on the internal system
- Conduct evaluations for office suppliers as assigned.
- Supervise Office Assistants.
- Review reports and plans proposed by Office Assistants.
- Review & control information/assets owned by the department when assigned.
- Be responsible for following and maintaining department policies and procedures regarding information security.
Other projects/initiatives assigned:
- Make and propose plans and reports
- Request for authority approval to upper manager for certain tasks.

WHAT YOU SHOULD HAVE

- At least 2 years of working experience in relevant jobs (assistant, operation staff, office administration) is required.
- Bachelor’s Degree in English, Economics, Office / Business Administration, or equivalent qualification is preferred.
- Ability to work in a team as well as independently is a must.
- Demonstrated strong organizational skills, including time management and the ability to prioritize and manage a range of tasks pro-actively.
- Strong self-motivated, client service, and goal orientation.
- Detail orientated with a good memory.
- Good communication skills, both written and oral in English and Vietnamese.
- Good at using Microsoft Office Suite and learning how to use the IT system quickly.
- Experience in a large/multinational working environment, IT industry, or working with expats is a plus.
- Experience in company trip arrangements or office fit-outs is a plus.
- Be happy to coach, mentor, and train less senior colleagues.
ISMS requirements (after onboarding):
- Awareness of ISO:27001 standard and understanding of PTC ISMS through internal/ external training courses (awareness training & refresh training also)